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EDIFACT message guide · Shipping and logistics

RECADV Receiving advice

The UN/EDIFACT message that reports the physical receipt of goods and any discrepancies against what was expected.

Sent by
Buyer or consignee
Received by
Supplier or shipper
Standard
UN/EDIFACT · Batch message
X12 equivalent
861 Receiving Advice/Acceptance Certificate

What is the EDIFACT RECADV message?

RECADV is the UN/EDIFACT receiving advice message. The directory describes it as a message to report the physical receipt of goods, allowing the reporting of discrepancies in products, quantities, terms and packages. It can also simply confirm that the received consignment matches the despatch advice completely.

The receiving advice closes the loop between DESADV and payment. Many retailers pay suppliers on the quantities confirmed in the RECADV rather than on the invoice, so suppliers use it to reconcile shortages, damage and over-deliveries early.

How the EDIFACT RECADV message worksDiagram of the UN/EDIFACT RECADV Receiving advice message. Buyer or consignee sends it to supplier or shipper. It usually follows DESADV. It is usually followed by INVOIC. Inside the UNB and UNH envelopes, the directory D.21A requires, in the start of message: BGM (Beginning of message) and DTM (Date/time/period) and body and segment groups: the required SG4 loop with NAD (Name and address). 8 conditional segment groups are listed by their trigger segment.How the EDIFACT RECADV message worksReceiving advice: who sends it, where it fits and what the directory marks mandatory1 WHERE IT FITSUSUALLY FOLLOWSDESADVDespatch adviceRECADVSENDERBuyer or consigneeRECEIVERSupplier or shipperCONTRL syntax report back, if agreedUSUALLY FOLLOWED BYINVOICInvoice2 WHAT DIRECTORY D.21A REQUIRESInterchange: sender and recipient IDsUNB … UNZMessage RECADVUNH … UNTSTART OF MESSAGEBGMBeginning of messageDTMDate/time/periodBODY AND SEGMENT GROUPSMandatory group SG4 · repeats up to 99NADName and address+ 8 conditional groups, starting with:RFFDOCCTATODTDTEQDCPSBlue box: mandatory segment group. Conditional groups are listed by the trigger segment that starts them; a group is sent only when its data applies.Conditional segments outside groups are not drawn.Structure: mandatory segments and groups in the UN/EDIFACT directory D.21A listing for RECADV. Your trading partner's implementation guide adds itsown requirements.
How the EDIFACT RECADV message worksDiagram of the UN/EDIFACT RECADV Receiving advice message. Buyer or consignee sends it to supplier or shipper. It usually follows DESADV. It is usually followed by INVOIC. Inside the UNB and UNH envelopes, the directory D.21A requires, in the start of message: BGM (Beginning of message) and DTM (Date/time/period) and body and segment groups: the required SG4 loop with NAD (Name and address). 8 conditional segment groups are listed by their trigger segment.How the EDIFACT RECADVmessage worksReceiving advice: who sends it, where it fitsand what the directory marks mandatory1 WHERE IT FITSUSUALLY FOLLOWSDESADVDespatch adviceRECADVSENDERBuyer orconsigneeRECEIVERSupplier orshipperCONTRL syntax report back, if agreedUSUALLY FOLLOWED BYINVOICInvoice2 WHAT DIRECTORY D.21A REQUIRESInterchange: sender and recipient IDs(UNB … UNZ)Message RECADV (UNH … UNT)START OF MESSAGEBGMBeginning of messageDTMDate/time/periodBODY AND SEGMENT GROUPSMandatory group SG4 · repeats upto 99NADName and address+ 8 conditional groups, starting with:RFFDOCCTATODTDTEQDCPSBlue box: mandatory segment group. Conditionalgroups are listed by the trigger segment thatstarts them; a group is sent only when its dataapplies. Conditional segments outside groups arenot drawn.Structure: mandatory segments and groups in theUN/EDIFACT directory D.21A listing for RECADV.Your trading partner's implementation guide adds itsown requirements.

How to read this diagram: the top row shows who sends RECADV, to whom, and which messages usually come before and after it. The lower part shows what the directory D.21A itself requires: the envelopes around RECADV and the segments and segment groups it marks mandatory. Conditional groups are listed by their trigger segment rather than drawn in full. This is the directory's minimum, not a trading partner's requirement: a message implementation guide, such as an industry subset or a partner’s own guide, usually makes some conditional groups mandatory, restricts the codes and may use an older directory.

Expand diagram Download SVG

When it is used

  • Confirming goods received in full
  • Reporting short, over or damaged deliveries
  • Supporting self-billing or pay-on-receipt arrangements

Where it fits in the message flow

Usually follows DESADV Despatch advice
This message RECADV Receiving advice
Usually followed by INVOIC Invoice

Structure

Mandatory segments in RECADV (directory D.21A)

In UN/EDIFACT directory D.21A, the RECADV message has 90 segment positions arranged in 38 segment groups. These are the segments and segment groups marked mandatory at message level, in order; a mandatory group is shown with the segment that starts it. Segments inside conditional groups are needed only when the group is used. This is the directory’s requirement, not your trading partner’s: each partner’s message implementation guide names the directory it uses, often an older one such as D.96A or D.01B where the structure can differ, makes some conditional segments mandatory and restricts the codes.

  • UNH
  • BGM
  • DTM
  • SG4 (NAD)
  • UNT

Practical example

RECADV in practice

A retailer's distribution center receives a delivery announced by DESADV and finds one carton short and one damaged. Its warehouse system sends a RECADV referencing the despatch advice, confirming the received quantities per line and reporting the shortage and damage. The supplier's finance team issues a credit note before the invoice is disputed.

Implementation

Implementation considerations for RECADV

  • Reference the despatch advice and order the receipt relates to.
  • Report discrepancies with agreed reason codes.
  • Decide whether to send a RECADV for every receipt or only for discrepancies.
  • Reconcile received quantities with invoices and payments.

How ECOM helps

Automate RECADV with ECOM

Solution

Supply Chain Visibility

Track orders, shipments and invoices across partners and catch exceptions early.

Industry

Retail

Retail and eCommerce EDI for suppliers and retailers, from purchase order to payment, with compliance built in.

Solution

Procure-to-Pay Automation

Automate purchasing, receiving and supplier invoicing across EDI, portals and documents.

Compare X12 and EDIFACT, or see answers to general questions in the EDI FAQ.

Related messages

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